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Chapter 6: 8cheduled Monthly Tasks

Contents
Checklists ................................................................................................................62
R/3 Tasks .................................................................................................................65
Memory Defragmentation .........................................................................................65
Database Tasks.......................................................................................................66
Plotting Database Growth.........................................................................................66
Operating System Tasks........................................................................................67
Performing a Full Server Backup..............................................................................67
Reviewing File System Usage ..................................................................................67
Other Tasks .............................................................................................................68
Checking Consumable Supplies...............................................................................68

Chapter 6: Scheduled Monthly Tasks

Checklists
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Checklists
System: __________
Date: ____/____/____
Admin: _____________________
The R/3 8ystem
Task Transaction Procedure Check off/initial
Defragment the memory Cycle the R/3 System
Database
Task Where Procedure Check off/initial
Plot database growth DB02Database
Performance:
Tables
Record usage and plot
Operating 8ystem
Task Where Procedure Check off/initial
Backup file server Perform a full server backup
Record file system usage. Plot
usage.
Is additional storage space
needed?
Is house cleaning needed?
Review file system usage
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Checklists
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Other
Task Where Procedure Check off/initial
Spare tape cleaning cartridge
available for all tape drives.
< DAT
< DLT
Spare tape cartridges available
for all drive types.
< DAT
< DLT
Spare data cartridges available
for removable media devices:
< Zip

< MO (Magneto-Optical)
< CD (Recordable)
Preprinted forms:
< Shipping documents
< Invoices
< Checks
Special supplies, such as
magnetic toner cartridge.
Normal supplies:
< Laser printer toner
< Paper (for printers)
< Batteries
< Diskette
< Pens, and so on
Check consumable supplies
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Checklists
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Notes
Problem Action Resolution
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R/3 Tasks
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R/3 Tasks
Memory Defragmentation
What
A computers memory behaves similar to that of a hard disk. As different programs execute,
they are loaded into and later deleted out of memory. Over time, like a hard disk, the usage
of the computers memory becomes fragmented with unused spaces scattered throughout.
Why
At a certain point you may have sufficient free memory (that is, the total of all the unused
spaces), but not a contiguous (single) piece of memory large enough to allow certain
programs to execute. At that point, those types of programs attempting to run that need
contiguous memory will fail because they cannot be loaded into memory.
How
To defragment the systems memory:
1. Stop R/3.
This step includes stopping R/3 on all application and database servers.
See chapter 10, the section Start/Stop R/3.
2. Restart R/3.
You only need to restart R/3, you do not need to cycle the server.
Whenever R/3 is restarted, the buffers are refreshed. This process means that the first
person who accesses the buffered object will have a long response because the system must
get the data from disk and load it into the buffer. The second person will have a normal
(quick) response time. This process repeats until all normally used objects are loaded into
the buffer. This usually takes up to a day to accomplish.
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Database Tasks
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Database Tasks
Plotting Database Growth
What
Plotting database growth is a basic requirement to planning for database and hardware
expansion.
Why
Hardware expansion typically requires that the server be brought down before installation
of additional hardware. The time required to complete this shutdown, and possible
problems that may occur, need to be considered when planning the expansion. Because of
the system shutdown, possible problems, and significant lead times, the expansion needs to
be coordinated with the users.
Plan ahead for critical periods such as year-end, when you do not want the system to be
changed. You need to do your change before or after the critical period. If the decision is to
make the change after this time, consider whether you have sufficient capacity to get
through the critical period.
How
To effectively plan for this expansion, record the database and tablespace sizes and plot
their growth curve over time. This information should give you a rough estimate as to when
you will need to expand the storage space. Remember, if new SAP functionality is
implemented, the slope of the growth curve will change. For additional information, see
chapter 5, the section Monitor and Plot Database Growth.
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Operating System Tasks
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Operating 8ystem Tasks
Performing a Full 8erver Backup
What
An offline backup of the entire server is done at the operating system level. This process
requires that the R/3 System and the database be down so that no files are open.
Why
Performing an offline backup is necessary for files that cannot be backed up if the R/3
System or the database is active. With this full-server backup, you know you have
everything on the server. If you experience major system problems, you will have a
defined point from where everything is backed up and from where you can begin a restore.
When
A full-server backup should be performed before and after major changes on the server,
such as:
< Installing new software
< Upgrading installed software
< Changing hardware
If a change has a catastrophic effect (a disaster), you will need to recover the server to its
before-the-change state.
How
To perform a full server backup:
1. Stop the R/3 System.
2. Stop the database.
3. Stop all services (NT).
4. Execute the backup using your backup program (database and file system).
5. Check backup times and logs.
6. Cycle the server.
Reviewing File 8ystem Usage
The monthly tasks for reviewing file system usage are the same as the weekly tasks, but are
completed monthly. For additional information, see chapter 5, the section Review File System
Usage.
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Other Tasks
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Other Tasks
Checking Consumable 8upplies
What
Consumable supplies are those that you use regularly. Examples are: cleaning cartridges,
data cartridges (tape and disk), laser printer toner, ink cartridges, batteries, forms,
envelopes, etc.
Within the group of consumable supplies are critical supplies. These are supplies which if
they run out, could affect or stop the business operations. Examples are preprinted forms
with your companys name or other special printing, and magnetic toner cartridges.
The amount of spare supplies purchased and on-hand should be enough to handle normal
and slightly abnormal usage and to allow for time to purchase replacements.
Why
Running out of supplies will create an inconvenience, or even an operational problem.
Critical 8upplies
If an item is critical, and you run out of it, business operation may stop.
Example, if you run out of the magnetic toner cartridge for the check printer, you will not be
able to generate checks out of the system. At this point, either you cannot print checks to
pay your vendors, or you have to manually type the checks (if you have blank manual check
stock on hand).
Special or custom supplies such as the following require special consideration:
< Special magnetic ink toner cartridges to print the MICR characters on checks.
Not every computer supplier will stock these special cartridges.
< Preprinted forms (with company header, instructions, or other custom printing).
Because of the custom nature of these items, there is usually a significant lead time to
restock these items.
If it is a critical item, stock extras, the first spare may be bad or defective.
Murphy says: When you need something immediately, it will be Friday evening and
vendors and stores will be closed.
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How
To check consumable supplies:
< Check the expiration date on supplies that are subject to aging.
This applies to supplies in use and those in inventory (not yet in use).
< Check supplies that have a time in service expiration, such as hours, cycles, etc.
Example, certain DAT tapes are rated for 100 full backups. After that they should be
discarded and replaced with new tapes. (This usage limit can be entered into the
SAPDBA control file.)
< Keep in touch with your purchasing agent and the market place.
Market conditions may make certain supplies difficult to purchase. In such conditions,
the lead time and quantities to be purchased need to be increased.
For example, at one time, 120 meter DAT tapes cartridges were difficult to buy. . . at any
price.
< Track usage rates and adjust stocking levels and purchasing plans as needed.
Other Considerations
Certain supplies may have long lead times for purchase, manufacture, or shipping.
Do not make your lack of planning the purchasing agents emergency. If you do this too
often, you will soon use up your favors. Then when you really need help, the
purchasing agent may not be as willing to help you.
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Other Tasks
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